PHILIPPINE BIDDING DOCUMENTS

Procurement for Consulting Services for the

Audit of the Utilization of the Reinvestment

Fund for Sustainable Capital of the Electric

Cooperatives (2nd Bidding)

Lot No. 2020-51

Fifth Edition

August 2016

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Preface

These Philippine Bidding Documents (PBDs) for the procurement of Consulting Services

through Competitive Bidding have been prepared by the Government of the Philippines (GoP)

for use by all branches, agencies, departments, bureaus, offices, or instrumentalities of the

Government, including government-owned and/or -controlled corporations (GOCCs),

government financial institutions (GFIs), state universities and colleges (SUCs), local

government units (LGUs), and autonomous regional government. The procedures and

practices presented in this document have been developed through broad experience, and are

for mandatory use in projects that are financed in whole or in part by the GoP or the World

Bank or any foreign government/foreign or international financing institution in accordance

with the provisions of the 2016 Revised Implementing Rules and Regulations (IRR) of

Republic Act 9184 (R.A. 9184).

The Bidding Documents shall clearly and adequately define, among others: (a) the objectives,

scope, and expected outputs and/or results of the proposed contract; (b) the minimum eligibility

requirements of bidders, such as track record to be determined by the Head of the Procuring

Entity; (c) the expected contract duration, delivery schedule and/or time frame; and (d) the

obligations, duties, and/or functions of the winning bidder.

In order to simplify the preparation of the Bidding Documents for each procurement, the PBDs

groups the provisions that are intended to be used unchanged in Section II. Eligibility

Documents of Part I; and Section II. Instructions to Bidders (ITB) and Section IV. General

Conditions of Contract (GCC) of Part II. Data and provisions specific to each procurement

and contract should be included in Section III. Eligibility Data Sheet (EDS) of Part I, Section

III. Bid Data Sheet (BDS), and Section V. Special Conditions of Contract (SCC) of Part II.

The forms to be used are provided in the attachments.

Care should be taken to check the relevance of the provisions of the Bidding Documents against

the requirements of the specific Consulting Services to be procured. The following general

directions should be observed when using the documents:

(a) All the documents listed in the Table of Contents are normally required for the

procurement of Consulting Services. However, they should be adapted as necessary to the

circumstances of the particular Project.

(b) These PBDs are divided into Part I and Part II, which shall be both made available from

the time the Request for Expression of Interest is first advertised/posted until the deadline for

the submission and receipt of bids

(c) Specific details, such as the “name of the Procuring Entity” and “address for proposal

submission,” should be furnished in the EDS, BDS, and SCC. The final documents should

contain neither blank spaces nor options.

(d) This Preface and the footnotes or notes in italics included in the Request for Expression

of Interest, EDS, BDS, SCC, Terms of Reference, and Appendices are not part of the text of

the final document, although they contain instructions that the Procuring Entity should strictly

follow. The Bidding Documents should contain no footnotes except Section VII. Bidding

Forms of Part II since these provide important guidance to Bidders.

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(e) The criteria for evaluation and the various methods of evaluation in the ITB should be

carefully reviewed. Only those that are selected to be used for the procurement in question

should be retained and expanded, as required in the BDS. The criteria that are not applicable

should be deleted from the BDS.

(f) The cover should be modified as required to identify the Bidding Documents as to the

names of the Project, Contract, and Procuring Entity, in addition to date of issue.

(g) If modifications must be made to bidding procedures, they can be presented in the BDS.

Modifications for specific Project or Contract should be provided in the SCC as amendments

to the Conditions of Contract. For easy completion, whenever reference has to be made to

specific clauses in the EDS, BDS, or SCC these terms shall be printed in bold type face on

Section II. Eligibility Documents, Section I. Instructions to Bidders, and Section III. General

Conditions of Contract, respectively.

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TABLE OF CONTENTS

PART I

SECTION I. REQUEST FOR EXPRESSION OF INTEREST .........................................5

SECTION II. ELIGIBILITY DOCUMENTS ............................................................. 10

SECTION III. ELIGIBILITY DATA SHEET ........................................................... 18

PART II

SECTION I. NOTICE OF ELIGIBILITY AND SHORT LISTING ............................... 20

SECTION II. INSTRUCTIONS TO BIDDERS .......................................................... 22

SECTION III. BID DATA SHEET ......................................................................... 51

SECTION IV. GENERAL CONDITIONS OF CONTRACT ....................................... 56

SECTION V. SPECIAL CONDITIONS OF CONTRACT ........................................... 80

SECTION VI. TERMS OF REFERENCE ................................................................ 84

SECTION VII. BIDDING FORMS ......................................................................... 99

SECTION VIII. APPENDICES ............................................................................ 125

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SECTION I. REQUEST FOR EXPRESSION OF INTEREST

Notes on Request for Expression of Interest

The Request for Expression of Interest provides information that enables potential Bidders

to decide whether to participate in the procurement at hand. The Request for Expression of

Interest shall be:

(a) Posted continuously in the Philippine Government Electronic Procurement System

(PhilGEPS) website and the website of the Procuring Entity concerned, if available,

and the website prescribed by the foreign government/foreign or international

financing institution, if applicable, seven (7) calendar days starting on the date of

advertisement; and

(b) Posted at any conspicuous place reserved for this purpose in the premises of the Procuring Entity concerned for seven (7) calendar days, as certified by the head of

the Bids and Awards Committee (BAC) Secretariat of the Procuring Entity

concerned.

(c) Advertised at least once in a newspaper of general nationwide circulation which has been regularly published for at least two (2) years before the date of issue of the

advertisement, subject to Sections 21.2.1(c) of the IRR of R.A. 91841;

Apart from the essential items listed in the Bidding Documents, the Request for Expression

of Interest should also indicate the following:

(a) The date of availability of the Bidding Documents, the place where it may be secured and the deadline for submission of the Expression of Interest (EOI) together with the

application for eligibility;

(b) The set of criteria and rating system for short listing of prospective bidders to be used for the particular contract to be Bid, which shall consider the following, among

others:

(i) Applicable experience of the consultant and members in case of joint ventures, considering both the overall experiences of the firms or, in the case

of new firms, the individual experiences of the principal and key staff,

including the times when employed by other consultants;

(ii) Qualification of personnel who may be assigned to the job vis-à-vis extent and complexity of the undertaking; and

1 Two years after effectivity of the 2016 Revised IRR of RA 9184 on 28 October 2016, advertisement in a

newspaper of general nationwide circulation shall no longer be required. However, a Procuring Entity that

cannot post its opportunities in the PhilGEPS for justifiable reasons shall continue to publish its advertisements

in a newspaper of general nationwide circulation.

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(iii) Current workload relative to capacity;

(c) The number of consultants to be short listed and the procedure to be used in the evaluation of Bids of short listed consultants, i.e., QBE or QCBE; and if QCBE, the

weights to be allocated for Technical and Financial Proposals; and

(d) The contract duration.

In the case of WB funded projects, the Request for Expression of Interest shall be sent to all

who have expressed an interest in undertaking the services as a result of any General

Procurement Notice issued. In addition, it shall also be sent to all heads of associations of

consultants within the area where the project will be undertaken.

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REQUEST FOR EXPRESSION OF INTEREST FOR

PROCUREMENT FOR CONSULTING SERVICES FOR THE

AUDIT OF THE UTILIZATION OF THE REINVESTMENT

FUND FOR SUSTAINABLE CAPITAL OF THE ELECTRIC

COOPERATIVES (2ND BIDDING)

1. The Energy Regulatory Commission (ERC), through Appropriation for Fiscal Year 2020, intends to apply the sum of Eight Million Four Hundred Thousand Pesos

(PhP8,400,000.00), inclusive of all government taxes and other charges and fees, being the

Approved Budget for the Contract (ABC) to payments under the contract for the procurement

of consulting services for the Audit of the Utilization of the Reinvestment Fund for

Sustainable Capital of the Electric Cooperatives, (Lot No. 2020-51). Bids received in excess

of the ABC shall be automatically rejected at the opening of the financial proposals.

2. The ERC, now calls for the submission of eligibility documents for the Audit of the Utilization of the Reinvestment Fund for Sustainable Capital of the Electric Cooperatives.

Eligibility documents of interested consultants must be duly received by the BAC

Secretariat on or before 04 December 2020 at 08:30 A.M. at Mezzanine Floor, Pacific

Center Building, 33 San Miguel Avenue, Pasig City. Applications for eligibility will be

evaluated based on a non-discretionary “pass/fail” criterion. Prospective bidders are

requested to bring the originals of the documents submitted and present the same for

comparison during the eligibility opening.

3. Interested bidders may obtain further information from BAC Secretariat and inspect the Bidding Documents at the address given below during Monday to Friday, 9:00 A.M. to

4:00 P.M.

4. A complete set of Bidding Documents may be acquired by interested Bidders on 27 November 2020 from the address below and upon payment of a non-refundable fee of Ten

Thousand Pesos (PhP10,000.00).

It may also be downloaded free of charge from the website of the Philippine Government

Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity,

provided that Bidders shall pay the applicable fee for the Bidding Documents not later than

the submission of their bids.

5. The BAC shall draw up the short list of consultants from those who have submitted Expression of Interest, including the eligibility documents, and have been determined as

eligible in accordance with the provisions of Republic Act 9184 (RA 9184), otherwise known

as the “Government Procurement Reform Act”, and its Implementing Rules and Regulations

(IRR). The short list shall consist of five (5) prospective bidders who will be entitled to

submit bids. The criteria and rating system for short listing are:

Republic of the Philippines

ENERGY

REGULATORY

COMMISSION

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CRITERIA FOR SHORTLISTING OF PROSPECTIVE BIDDERS FOR

PROCUREMENT FOR AUDIT OF THE UTILIZATION OF THE

REINVESTMENT FUND FOR SUSTAINABLE CAPITAL OF THE

ELECTRIC COOPERATIVES

POINTS

I.

Applicable experience of the firm/company and its consultants and members

of the team, in case of joint ventures, considering both the overall

experience of the firm or, in the case of new firms, the individual

experiences of the principal and key staff, including the times when

employed by other consultants

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II.Qualifications of personnel who may be assigned to the job vis-a vis extent

and complexity of the undertakling30

III. Current Workload relative to capacity 30

GRAND TOTAL 100

Hurdle Rate 70

CRITERIA

(Note: Only the top 5 ranked Consultants with at least 70% points based on the short listing

criteria will be invited to submit the Technical and Financial Proposals. Should less than

the required number apply for eligibility and short listings pass the eligibility check, and/or

pass the minimum score required in the short listing, the BAC shall consider the same.)

6. Bidding will be conducted through open competitive bidding procedures using non-discretionary “pass/fail” criterion as specified in the IRR of RA 9184.

Bidding is restricted to Filipino citizens/sole proprietorships, cooperatives, and partnerships

or organizations with at least sixty percent (60%) interest or outstanding capital stock

belonging to citizens of the Philippines.

7. The Procuring Entity shall evaluate bids using the Quality Based Evaluation (QBE). The criteria and rating system for the evaluation of bids shall be provided in the Instructions to

Bidders.

8. The contract shall be completed within a total period of six (6) months, commencing from the date of the Notice to Proceed (NTP) to the winning bidder.

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9. The ERC reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 41 of

RA 9184 and its IRR, without thereby incurring any liability to the affected bidder or

bidders.

10. For further information, please contact:

Atty. Arjay Louie Eu B. Cuanan

BAC Secretariat Chairperson

ENERGY REGULATORY COMMISSION

Mezzanine Floor, Pacific Center Building,

33 San Miguel Avenue, Pasig City

Telephone No. (02) 8689-5272 / 0917-6590988

procurement@erc.gov.ph / abcuanan.erc@gmail.com

www.erc.gov.ph

_____________________________

HEIDDI VENECIA R. BARROZO

BAC Chairperson

Date of Issue: 27 November 2020

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SECTION II. ELIGIBILITY DOCUMENTS

Notes on the Eligibility Documents

This Section provides the information necessary for prospective bidders to prepare

responsive Eligibility Documents in accordance with the requirement of the Procuring

Entity.

The provisions contained in this Section are to be used unchanged. Additional information

or requirements specific to each procurement shall be specified in the EDS.

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1. Eligibility Criteria

1.1. The following persons/entities shall be allowed to participate in the bidding for Consulting Services:

(a) Duly licensed Filipino citizens/sole proprietorships;

(b) Partnerships duly organized under the laws of the Philippines and of which at least sixty percent (60%) of the interest belongs to citizens of

the Philippines;

(c) Corporations duly organized under the laws of the Philippines and of which at least sixty percent (60%) of the outstanding capital stock

belongs to citizens of the Philippines;

(d) Cooperatives duly organized under the laws of the Philippines; or

(e) Persons/entities forming themselves into a joint venture, i.e., a group of two (2) or more persons/entities that intend to be jointly and severally

responsible or liable for a particular contract: Provided, however, That

Filipino ownership or interest thereof shall be at least sixty percent

(60%). For this purpose, Filipino ownership or interest shall be based

on the contributions of each of the members of the joint venture as

specified in their JVA.

1.2. When the types and fields of Consulting Services involve the practice of professions regulated by law, those who will actually perform the services shall

be Filipino citizens and registered professionals authorized by the appropriate

regulatory body to practice those professions and allied professions specified in

the EDS.

1.3. If the Request for Expression of Interest allows participation of foreign consultants, prospective foreign bidders may be eligible subject to the

conditions stated in the EDS.

1.4. Government owned or –controlled corporations (GOCCs) may be eligible to participate only if they can establish that they (a) are legally and financially

autonomous, (b) operate under commercial law, and (c) are not attached

agencies of the Procuring Entity.

2. Eligibility Requirements

2.1. The following eligibility requirements, together with the Eligibility Documents

Submission Form, shall be submitted on or before the date of the eligibility

check specified in the Request for Expression of Interest and Clause 5 for

purposes of determining eligibility of prospective bidders:

(a) Class “A” Documents –

Legal Documents

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(i) PhilGEPS Certificate of Registration and Membership in accordance with Section 8.5.2 of the IRR, except for foreign

bidders participating in the procurement by a Philippine Foreign

Service Office or Post, which shall submit their eligibility

documents under Section 24.1 of the IRR, provided, that the

winning Consultant shall register with PhilGEPS in accordance

with Section 37.1.4 of the IRR;

Technical Documents

(ii) Statement of the prospective bidder of all its ongoing and completed government and private contracts, including contracts

awarded but not yet started, if any, whether similar or not similar

in nature and complexity to the contract to be bid, within the

relevant period provided in the EDS. The statement shall

include, for each contract, the following:

(ii.1) the name and location of the contract;

(ii.2) date of award of the contract;

(ii.3) type and brief description of consulting services;

(ii.4) consultant’s role (whether main consultant, subconsultant, or partner in a JV)

(ii.5) amount of contract;

(ii.6) contract duration; and

(ii.7) certificate of satisfactory completion or equivalent document specified in the EDS issued by the client, in

the case of a completed contract;

(iii) Statement of the consultant specifying its nationality and confirming that those who will actually perform the service are

registered professionals authorized by the appropriate regulatory

body to practice those professions and allied professions in

accordance with Clause 1.2, including their respective

curriculum vitae.

(b) Class “B” Document –

If applicable, the Joint Venture Agreement (JVA) in case the joint

venture is already in existence, or duly notarized statements from all the

potential joint venture partners in accordance with Section 24.1(b) of the

IRR of RA 9184.

2.2. The eligibility requirements or statements, the bids, and all other documents to

be submitted to the BAC must be in English. If the eligibility requirements or

statements, the bids, and all other documents submitted to the BAC are in

foreign language other than English, it must be accompanied by a translation of

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the documents in English. The documents shall be translated by the relevant

foreign government agency, the foreign government agency authorized to

translate documents, or a registered translator in the foreign bidder’s country;

and shall be authenticated by the appropriate Philippine foreign service

establishment/post or the equivalent office having jurisdiction over the foreign

bidder’s affairs in the Philippines. The English translation shall govern, for

purposes of interpretation of the bid.

2.3. Prospective bidders may obtain a full range of expertise by associating with

individual consultant(s) and/or other consultants or entities through a JV or

subcontracting arrangements, as appropriate. However, subconsultants may

only participate in the bid of one short listed consultant. Foreign Consultants

shall seek the participation of Filipino Consultants by entering into a JV with,

or subcontracting part of the project to, Filipino Consultants.

3. Format and Signing of Eligibility Documents

3.1. Prospective bidders shall submit their eligibility documents through their duly

authorized representative on or before the deadline specified in Clause 5.

3.2. Prospective bidders shall prepare an original and copies of the eligibility

documents. In the event of any discrepancy between the original and the copies,

the original shall prevail.

3.3. The Eligibility Documents Submission Form shall be signed by the duly

authorized representative/s of the Bidder. Failure to do so shall be a ground for

the rejection of the eligibility documents.

3.4. Any interlineations, erasures, or overwriting shall be valid only if they are

signed or initialed by the duly authorized representative/s of the prospective

bidder.

4. Sealing and Marking of Eligibility Documents

4.1. Prospective bidders shall enclose their original eligibility documents described

in Clause 2.1, in a sealed envelope marked “ORIGINAL – ELIGIBILITY

DOCUMENTS”. Each copy thereof shall be similarly sealed duly marking the

envelopes as “COPY NO. ___ - ELIGIBILITY DOCUMENTS”. These

envelopes containing the original and the copies shall then be enclosed in one

single envelope.

4.2. The original and the number of copies of the eligibility documents as indicated

in the EDS shall be typed or written in ink and shall be signed by the prospective

bidder or its duly authorized representative/s.

4.3. All envelopes shall:

(c) contain the name of the contract to be bid in capital letters;

(d) bear the name and address of the prospective bidder in capital letters;

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(e) be addressed to the Procuring Entity’s BAC specified in the EDS;

(f) bear the specific identification of this Project indicated in the EDS; and

(g) bear a warning “DO NOT OPEN BEFORE…” the date and time for the opening of eligibility documents, in accordance with Clause 5.

4.4 Eligibility documents that are not properly sealed and marked, as required in the

bidding documents, shall not be rejected, but the bidder or its duly authorized

representative shall acknowledge such condition of the documents as submitted.

The BAC shall assume no responsibility for the misplacement of the contents

of the improperly sealed or marked eligibility documents, or for its premature

opening.

5. Deadline for Submission of Eligibility Documents

Eligibility documents must be received by the Procuring Entity’s BAC at the address

and on or before the date and time indicated in the Request for Expression of Interest

and the EDS.

6. Late Submission of Eligibility Documents

Any eligibility documents submitted after the deadline for submission and receipt

prescribed in Clause 0 shall be declared “Late” and shall not be accepted by the

Procuring Entity. The BAC shall record in the minutes of submission and opening of

eligibility documents, the Bidder’s name, its representative and the time the eligibility

documents were submitted late.

7. Modification and Withdrawal of Eligibility Documents

7.1. The prospective bidder may modify its eligibility documents after it has been

submitted; provided that the modification is received by the Procuring Entity

prior to the deadline specified in Clause 5. The prospective bidder shall not be

allowed to retrieve its original eligibility documents, but shall be allowed to

submit another set equally sealed, properly identified, linked to its original bid

marked as “ELIGIBILITY MODIFICATION” and stamped “received” by the

BAC. Modifications received after the applicable deadline shall not be

considered and shall be returned to the prospective bidder unopened.

7.2. A prospective bidder may, through a letter of withdrawal, withdraw its

eligibility documents after it has been submitted, for valid and justifiable reason;

provided that the letter of withdrawal is received by the Procuring Entity prior

to the deadline prescribed for submission and receipt of eligibility documents.

7.3. Eligibility documents requested to be withdrawn in accordance with this Clause

shall be returned unopened to the prospective bidder concerned. A prospective

bidder that withdraws its eligibility documents shall not be permitted to submit

another set, directly or indirectly, for the same project. A prospective bidder that

acquired the eligibility documents may also express its intention not to

participate in the bidding through a letter which should reach and be stamped

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by the BAC before the deadline for submission and receipt of eligibility

documents.

8. Opening and Preliminary Examination of Eligibility Documents

8.1. The BAC will open the envelopes containing the eligibility documents in the

presence of the prospective bidders’ representatives who choose to attend, at the

time, on the date, and at the place specified in the EDS. The prospective bidders’

representatives who are present shall sign a register evidencing their attendance.

In case the submitted eligibility envelopes cannot be opened as scheduled due

to justifiable reasons, the BAC shall take custody of the said envelopes and

reschedule the opening on the next working day or at the soonest possible time

through the issuance of a Notice of Postponement to be posted in the PhilGEPS

website and the website of the Procuring Entity concerned.

8.2. Letters of withdrawal shall be read out and recorded during the opening of

eligibility documents and the envelope containing the corresponding withdrawn

eligibility documents shall be returned unopened to the withdrawing

prospective bidder.

8.3. The eligibility documents envelopes and modifications, if any, shall be opened

one at a time, and the following read out and recorded:

(h) the name of the prospective bidder;

(i) whether there is a modification or substitution; and

(j) the presence or absence of each document comprising the eligibility documents vis-à-vis a checklist of the required documents.

8.4. The eligibility of each prospective bidder shall be determined by examining

each bidder’s eligibility requirements or statements against a checklist of

requirements, using non-discretionary “pass/fail” criterion, as stated in the

Request for Expression of Interest, and shall be determined as either “eligible”

or “ineligible.” If a prospective bidder submits the specific eligibility document

required, he shall be rated “passed” for that particular requirement. In this

regard, failure to submit a requirement, or an incomplete or patently insufficient

submission, shall be considered “failed” for the particular eligibility

requirement concerned. If a prospective bidder is rated “passed” for all the

eligibility requirements, he shall be considered eligible to participate in the

bidding, and the BAC shall mark the set of eligibility documents of the

prospective bidder concerned as “eligible.” If a prospective bidder is rated

“failed” in any of the eligibility requirements, he shall be considered ineligible

to participate in the bidding, and the BAC shall mark the set of eligibility

documents of the prospective bidder concerned as “ineligible.” In either case,

the BAC chairperson or his duly designated authority shall countersign the

markings.

9. Short Listing of Consultants

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9.1. Only prospective bidders whose submitted contracts are similar in nature and

complexity to the contract to be bid as provided in the EDS shall be considered

for short listing.

9.2. The BAC shall draw up the short list of prospective bidders from those declared

eligible using the detailed set of criteria and rating system to be used specified

in the EDS.

9.3. Short listed consultants shall be invited to participate in the bidding for this

project through a Notice of Eligibility and Short Listing issued by the BAC.

10. Protest Mechanism

Decision of the Procuring Entity at any stage of the procurement process may be

questioned in accordance with Section 55 of the IRR of RA 9184.

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SECTION III. ELIGIBILITY DATA SHEET

Notes on the Eligibility Data Sheet

This Section is intended to assist the Procuring Entity in providing the specific information

and requirements in relation to corresponding clauses in the Eligibility Documents, and has

to be prepared for each specific procurement.

The Procuring Entity should specify in this Section the information and requirements

specific to the circumstances of the Procuring Entity, the processing of the eligibility, and

the rules that will apply in the determination and evaluation of eligibility.

In preparing this Section, the following aspects should be checked:

(a) Information that specifies and complements provisions of the Eligibility Documents must be incorporated.

(b) Amendments and/or supplements, if any, to provisions of the Eligibility Documents as necessitated by the circumstances of the specific procurement,

must also be incorporated.

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Eligibility Data Sheet

Eligibility

Documents

1.2 Finance, Accountancy, or other related disciplines regulated by the

Professional Regulation Commission (PRC)

1.3 No further instructions.

2.1(a)(ii) The statement of all ongoing and completed government and private

contracts shall include all such contracts within Five (5) years prior to the

deadline for the submission and receipt of eligibility documents.

2.1(a)(ii.7) Certificates of satisfactory completion or equivalent document issued by the

client for all completed contracts within Five (5) years prior to the deadline

for the submission and receipt of eligibility documents.

4.2 Each prospective bidder shall submit one (1) original and one (1) copy of

its eligibility documents. See attached checklist for ease of reference.

4.3(e) Energy Regulatory Commission (ERC)

Bids and Awards Committee

Mezzanine Floor, Pacific Center Building

33 San Miguel Avenue Pasig City

4.3(f) Audit Utilization of the Reinvestment Fund for Sustainable Capital of the

Electric Cooperatives

5.0 The address for submission of eligibility documents is at Mezzanine Floor,

Pacific Center Bldg., 33 San Miguel Ave., Pasig City.

The deadline for submission of eligibility documents is 04 December 2020

Friday at 08:30 in the morning.

8.0 The place of opening of eligibility documents is at Mezzanine Floor, Pacific

Center Bldg., 33 San Miguel Ave., Pasig City.

The date and time of opening of eligibility documents is 04 December 2020

Friday at 09:00 in the morning.

9.1 No further instructions

9.2 Refer to Terms of Reference

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SECTION I. NOTICE OF ELIGIBILITY AND SHORT LISTING

[INSERT DATE]

[Name and Address of Short Listed Consultant]

Dear [Addressee]:

1. The [insert name of Procuring Entity] (hereinafter called “Procuring Entity” has received financing (hereinafter called “funds”) from [insert name of Funding Source]

(hereinafter called the “Funding Source”) toward the cost of [insert name of project].

The Procuring Entity intends to apply a portion of the funds in the amount of [insert

amount of ABC] to eligible payments under the contract for [insert name of contract]

for which the Bidding Documents is issued.

2. The Procuring Entity now invites bids to provide the following Consulting Services: [insert short description of objectives and scope of the project]. More details on the

services are provided in the Terms of Reference (TOR) for the project.

3. The Consultant shall be selected and employed in accordance with [insert evaluation procedure] procedures as described in the Bidding Documents.

4. This notice has been addressed to the following short listed consultants:

[Insert list of short listed consultants]

5. It is not permissible for you to transfer this invitation to any other consultant.

6. The Bidding Documents may be acquired at [indicate address] during [insert office hours, e.g. 8:00 a.m. to 5:00 p.m.] {Insert if necessary: upon payment of an applicable

fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in

the amount of [insert amount in Pesos].}

7. The [insert name of the Procuring Entity] will hold a Pre-Bid Conference on [insert time and date] at [insert address for Pre-Bid Conference, if applicable], which shall be open

to all short listed consultants. 2

Yours sincerely,

_________________________________

[Insert signature, name, and title of the

Procuring Entity’s Representative]

2 May be deleted in case the ABC is less than One Million Pesos (PhP1,000,000) where the Procuring Entity may

not hold a pre-bid conference.

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Bidding Documents

Republic of the Philippines

Procurement for Audit of the Utilization of

the Reinvestment Fund for Sustainable

Capital of the Electric Cooperatives

Lot No. 2020-51

22

SECTION II. INSTRUCTIONS TO BIDDERS

TABLE OF CONTENTS

A. GENERAL .................................................................................................. 24

1. Introduction .......................................................................................................... 24

2. Conflict of Interest ............................................................................................... 24

3. Corrupt, Fraudulent, Collusive, Coercive, and Obstructive Practices ................. 26

4. Consultant’s Responsibilities ............................................................................... 27

5. Origin of Associated Goods ................................................................................. 30

6. Subcontracts ......................................................................................................... 30

B. CONTENTS OF BIDDING DOCUMENTS ...................................................... 30

7. Pre-Bid Conference .............................................................................................. 30

8. Clarifications and Amendments to Bidding Documents ..................................... 31

C. PREPARATION OF BIDS ............................................................................. 31

9. Language of Bids ................................................................................................. 31

10. Documents Comprising the Bid: Technical Proposal ......................................... 32

11. Documents Comprising the Bid: Financial Proposal .......................................... 34

12. Alternative Bids .................................................................................................. 35

13. Bid Currencies .................................................................................................... 35

14. Bid Validity ......................................................................................................... 35

15. Bid Security ........................................................................................................ 36

16. Format and Signing of Bids ................................................................................ 38

17. Sealing and Marking of Bids .............................................................................. 39

D. SUBMISSION OF BIDS ................................................................................ 40

18. Deadline for Submission of Bids ........................................................................ 40

19. Late Bids ............................................................................................................. 40

20. Modification and Withdrawal of Bids ................................................................ 40

E. EVALUATION AND COMPARISON OF BIDS ................................................ 41

21. Opening and Preliminary Examination of Bids .................................................. 41

22. Process to be Confidential .................................................................................. 41

23. Clarification of Bids ............................................................................................ 42

24. Bid Evaluation .................................................................................................... 42

23

25. Opening and Evaluation of Technical Proposals ................................................ 43

26. Opening and Evaluation of Financial Proposals ................................................. 43

27. Negotiations ........................................................................................................ 44

28. Post Qualification................................................................................................ 45

29. Reservation Clause.............................................................................................. 46

F. AWARD OF CONTRACT ............................................................................. 47

30. Contract Award ................................................................................................... 47

31. Signing of the Contract ....................................................................................... 48

32. Performance Security .......................................................................................... 48

33. Notice to Proceed ................................................................................................ 50

34. Protest Mechanism…………………………………………………………... 53

A. General

1. Introduction

1.1. The Procuring Entity named in the Bid Data Sheet (BDS) shall select an individual, sole proprietorship, cooperative, partnership, corporation, or a joint

venture (JV) (hereinafter referred to as “Consultant”) from among those short

listed, in accordance with the evaluation procedure specified in the BDS.

1.2. The Procuring Entity has received financing (hereinafter called “funds”) from the source indicated in the BDS (hereinafter called the “Funding Source”)

toward the cost of the Project named in the BDS. The Procuring Entity intends

to apply a portion or the whole of the funds to payments for this Project.

1.3. Consultants are invited to submit bids composed of a technical proposal and a financial proposal for Consulting Services required for this Project described in

the BDS. Bids shall be the basis for contract negotiations and ultimately for a

signed contract with the selected Consultant.

1.4. If the BDS indicates that the Project will be completed in phases, each phase must be completed to the Procuring Entity’s satisfaction prior to the

commencement of the next phase.

1.5. Consultants must familiarize themselves with local conditions and take them into account in preparing their bids. To obtain firsthand information on the

project and on the local conditions, Consultants are encouraged to visit the

Procuring Entity before submitting a bid and to attend the pre-bid conference

specified in ITB Clause 7.

1.6. The Consultants’ costs of preparing their bids and negotiating the contract, including a visit to the Procuring Entity, are not reimbursable as a direct cost of

the project.

1.7. Consultants shall not be under a declaration of ineligibility for corrupt, fraudulent, collusive, coercive or obstructive practices issued by the Funding

Source or the Procuring Entity in accordance with ITB Clause 3.1.

2. Conflict of Interest

2.1. The Funding Source’s policy requires that Consultants provide professional, objective, and impartial advice and at all times hold the Procuring Entity’s

interests paramount, without any consideration for future work, and strictly

avoid situations where a conflict of interest shall arise with their other projects

or their own interests. Consultants shall not be hired for any project that would

be in conflict with their prior or current obligations to other entities, or that may

place them in a position of not being able to carry out the Project in the best

interest of the Procuring Entity. Without limitation on the generality of this rule,

Consultants shall not be hired under the circumstances set forth below:

(k) If a Consultant combines the function of consulting with those of contracting and/or supply of equipment for the same Project;

(l) If a Consultant is associated with, affiliated to, or owned by a contractor or a manufacturing firm with departments or design offices offering

services as consultants unless such Consultant includes relevant

information on such relationships along with a statement in the

Technical Proposal cover letter to the effect that the Consultant shall

limit its role to that of a consultant and disqualify itself and its associates

from work in any other capacity that may emerge from the Project

(including bidding for any part of the future project). The contract with

the Consultant selected to undertake the Project shall contain an

appropriate provision to such effect; or

(m) If there is a conflict among consulting projects, the Consultant (including its personnel and subconsultants) and any subsidiaries or

entities controlled by such Consultant shall not be recruited for the

relevant project. The duties of the Consultant depend on the

circumstances of each case. While continuity of consulting services

may be appropriate in particular situations where no conflict exists, a

Consultant cannot be recruited to carry out a project that, by its nature,

shall result in conflict with a prior or current project of such Consultant.

Examples of the situations mentioned are when a Consultant engaged to

prepare engineering design for an infrastructure project shall not be

recruited to prepare an independent environmental assessment for the

same project; similarly, a Consultant assisting a Procuring Entity in

privatization of public assets shall not purchase, nor advise purchasers,

of such assets; or a Consultant hired to prepare Terms of Reference

(TOR) for a project shall not be recruited for the project in question.

2.2. Consultants shall not be related to the Head of the Procuring Entity (HoPE), members of the BAC, the TWG, and the BAC Secretariat, the head of the PMO

or the end-user unit, and the project consultants, by consanguinity or affinity up

to the third civil degree. The prohibition shall apply as follows:

(a) If the Consultant is an individual or sole proprietorship, then to himself;

(b) If the Consultant is a partnership, then to all its officers and members;

(c) If the Consultant is a corporation, then to all its officers, directors and controlling stockholders;

(d) If the Consultant is a cooperative, to all its officers, directors, and controlling shareholders or members; or

(e) If the Consultant is a JV, the provisions of items (a), (b), (c), or (d) of this Section shall correspondingly apply to each of the members of the

said joint venture, as may be appropriate.

Relationship of the nature described above or a failure to comply with the

provisions of this clause will result in the rejection of the Consultant’s bid.

2.3. Subject to the provisions of ITB Clause 2, any previous or ongoing participation by the Consultant, its professional staff, or its affiliates or associates under a

contract with the Funding Source or the Procuring Entity in relation to this

Project may result in the rejection of its bid. Consultants should clarify their

situation in that respect with the Procuring Entity before preparing its bid.

2.4. Failure by a Consultant to fully disclose potential conflict of interest at the time of Bid submission, or at a later date in the event that the potential conflict arises

after such date, shall result in the Procuring Entity and/or the Funding Source

seeking the imposition of the maximum administrative, civil and criminal

penalties up to and including imprisonment.

2.5. Consultants are discouraged to include officials and employees of the Government of the Philippines (GoP) as part of its personnel. Participation of

officials and employees of the GoP in the Project shall be subject to existing

rules and regulations of the Civil Service Commission.

2.6. Fairness and transparency in the selection process require that Consultants do not derive unfair competitive advantage from having provided consulting

services related to the Project in question. To this end, the Procuring Entity shall

make available to all the short listed consultants together with the Bidding

Documents all information that would in that respect give each Consultant a

competitive advantage.

3. Corrupt, Fraudulent, Collusive, Coercive, and Obstructive Practices

3.1. The Procuring Entity as well as the Consultants shall observe the highest standard of ethics during the procurement and execution of the contract. In

pursuance of this policy, the Procuring Entity:

(a) defines, for purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” means behavior on the part of officials in the public or private sectors by which they improperly and

unlawfully enrich themselves, others, or induce others to do so,

by misusing the position in which they are placed, and includes

the offering, giving, receiving, or soliciting of anything of value

to influence the action of any such official in the procurement

process or in contract execution; entering, on behalf of the GoP,

into any contract or transaction manifestly and grossly

disadvantageous to the same, whether or not the public officer

profited or will profit thereby, and similar acts as provided in

Republic Act 3019.

(ii) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract

to the detriment of the Procuring Entity, and includes collusive

practices among Bidders (prior to or after bid submission)

designed to establish bid prices at artificial, non-competitive

levels and to deprive the Procuring Entity of the benefits of free

and open competition.

(iii) “collusive practices” means a scheme or arrangement between two or more Bidders, with or without the knowledge of the

Procuring Entity, designed to establish bid prices at artificial,

non-competitive levels.

(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons, or their property to influence their

participation in a procurement process, or affect the execution of

a contract;

(v) “obstructive practice” is

(aa) deliberately destroying, falsifying, altering or concealing

of evidence material to an administrative proceedings or

investigation or making false statements to investigators

in order to materially impede an administrative

proceedings or investigation of the Procuring Entity or

any foreign government/foreign or international

financing institution into allegations of a corrupt,

fraudulent, coercive or collusive practice; and/or

threatening, harassing or intimidating any party to

prevent it from disclosing its knowledge of matters

relevant to the administrative proceedings or

investigation or from pursuing such proceedings or

investigation; or

(bb) acts intended to materially impede the exercise of the

inspection and audit rights of the Procuring Entity or any

foreign government/foreign or international financing

institution herein.

(b) will reject a proposal for award if it determines that the Bidder recommended for award has engaged in any of the practices mentioned

in this Clause for purposes of competing for the contract.

3.2. Further, the Procuring Entity will seek to impose the maximum civil, administrative, and/or criminal penalties available under applicable laws on

individuals and organizations deemed to be involved in any of the practices

mentioned in ITB Clause 3.1(a).

3.3. Furthermore, the Funding Source and the Procuring Entity reserve the right to inspect and audit records and accounts of a Consultant in the bidding for and

performance of a contract themselves or through independent auditors as

reflected in the GCC Clause 51.

4. Consultant’s Responsibilities

4.1. The Consultant or its duly authorized representative shall submit a sworn statement in the form prescribed in Section VII. Bidding Forms as required in

ITB Clause 10.2(d).

4.2. The Consultant is responsible for the following:

(a) Having taken steps to carefully examine all of the Bidding Documents;

(b) Having acknowledged all conditions, local or otherwise, affecting the implementation of the contract;

(c) Having made an estimate of the facilities available and needed for this Project, if any;

(d) Having complied with its responsibility to inquire or secure Supplemental/Bid Bulletin/s as provided under ITB Clause 8.4.

(e) Ensuring that it is not “blacklisted” or barred from bidding by the GoP or any of its agencies, offices, corporations, or LGUs, including foreign

government/foreign or international financing institution whose

blacklisting rules have been recognized by the GPPB;

(f) Ensuring that each of the documents submitted in satisfaction of the bidding requirements is an authentic copy of the original, complete, and

all statements and information provided therein are true and

correct;

(g) Authorizing the Head of the Procuring Entity or its duly authorized representative/s to verify all the documents submitted;

(h) Ensuring that the signatory is the duly authorized representative of the Bidder, and granted full power and authority to do, execute and perform

any and all acts necessary to participate, submit the bid, and to sign and

execute the ensuing contract, accompanied by the duly notarized Special

Power of Attorney, Board/Partnership Resolution, or Secretary’s

Certificate, whichever is applicable;

(i) Complying with the disclosure provision under Section 47 of RA 9184 and its IRR in relation to other provisions of Republic Act 3019;

(j) Complying with existing labor laws and standards, in the case of procurement of services. Moreover, bidder undertakes to:

(i) Ensure the entitlement of workers to wages, hours of work, safety and health and other prevailing conditions of work as

established by national laws, rules and regulations; or collective

bargaining agreement; or arbitration award, if and when

applicable.

In case there is a finding by the Procuring Entity or the DOLE of

underpayment or non-payment of workers’ wage and wage-

related benefits, bidder agrees that the performance security or

portion of the contract amount shall be withheld in favor of the

complaining workers pursuant to appropriate provisions of

Republic Act No. 9184 without prejudice to the institution of

appropriate actions under the Labor Code, as amended, and other

social legislations.

(ii) Comply with occupational safety and health standards and to correct deficiencies, if any.

In case of imminent danger, injury or death of the worker, bidder

undertakes to suspend contract implementation pending

clearance to proceed from the DOLE Regional Office and to

comply with Work Stoppage Order; and

(iii) Inform the workers of their conditions of work, labor clauses under the contract specifying wages, hours of work and other

benefits under prevailing national laws, rules and regulations; or

collective bargaining agreement; or arbitration award, if and

when applicable, through posting in two (2) conspicuous places

in the establishment’s premises; and

(k) Ensuring that it did not give or pay, directly or indirectly, any commission, amount, fee, or any form of compensation, pecuniary or

otherwise, to any person or official, personnel or representative of the

government in relation to any procurement project or activity.

Failure to observe any of the above responsibilities shall be at the risk of the

Consultant concerned.

4.3. It shall be the sole responsibility of the prospective bidder to determine and to satisfy itself by such means as it considers necessary or desirable as to all

matters pertaining to this Project, including: (a) the location and the nature of

the contract, project, or work; (b) climatic conditions; (c) transportation

facilities; (c) nature and condition of the terrain, geological conditions at the site

communication facilities, requirements, location and availability of

construction aggregates and other materials, labor, water, electric power and

access roads; and (d) other factors that may affect the cost, duration and

execution or implementation of the contract, project, or work.

4.4. The Procuring Entity shall not assume any responsibility regarding erroneous interpretations or conclusions by the Consultant out of the data furnished by the

Procuring Entity. However, the Procuring Entity shall ensure that all

information in the Bidding Documents, including supplemental/bid bulletins

issued are correct and consistent.

4.5. Before submitting their bids, the Consultants are deemed to have become familiar with all existing laws, decrees, ordinances, acts and regulations of the

GoP which may affect the contract in any way.

4.6. The Consultant shall bear all costs associated with the preparation and submission of his bid, and the Procuring Entity will in no case be responsible or

liable for those costs, regardless of the conduct or outcome of the bidding

process.

4.7. Consultants should note that the Procuring Entity will only accept bids from those that have paid the applicable fee for the Bidding Documents at the office

indicated in the Request for Expression of Interest.

5. Origin of Associated Goods

Unless otherwise indicated in the BDS, there is no restriction on the origin of Goods

other than those prohibited by a decision of the United Nations Security Council taken

under Chapter VII of the Charter of the United Nations.

6. Subcontracts

6.1. Unless otherwise specified in the BDS, the Consultant may subcontract portions of the Consulting Services to an extent as may be approved by the Procuring

Entity and stated in the BDS. However, subcontracting of any portion shall not

relieve the Consultant from any liability or obligation that may arise from the

contract for this Project.

6.2. Subconsultant must comply with the eligibility criteria and the documentary requirements specified in the BDS. In the event that any subconsultant is found

by the Procuring Entity to be ineligible, the subcontracting of such portion of

the Consulting Services shall be disallowed.

6.3. The Consultant may identify the subconsultant to whom a portion of the Consulting Services will be subcontracted at any stage of the bidding process or

during contract implementation. If the Consultant opts to disclose the name of

the subconsultant during bid submission, the Consultant shall include the

required documents as part of the technical component of its bid. A

subconsultant that is identified by the Consultant during contract

implementation must comply with the eligibility criteria and documentary

requirements and secure approval of the Procuring Entity.

B. Contents of Bidding Documents

7. Pre-Bid Conference

7.1. If so specified in the BDS, a pre-bid conference shall be held at the venue and on the date indicated therein, to clarify and address the Consultants’ questions

on the technical and financial components of this Project.

7.2. The pre-bid conference shall be held at least twelve (12) calendar days before the deadline for the submission and receipt of bids, but not earlier than seven

(7) calendar days from the determination of the shortlisted consultants. If the

Procuring Entity determines that, by reason of the method, nature, or complexity

of the contract to be bid, or when international participation will be more

advantageous to the GoP, a longer period for the preparation of bids is

necessary, the pre-bid conference shall be held at least thirty (30) calendar days

before the deadline for the submission and receipt of bids.

7.3. Consultants are encouraged to attend the pre-bid conference to ensure that they fully understand the Procuring Entity’s requirements. Non-attendance of the

Consultant will in no way prejudice its bid; however, the Consultant is expected

to know the changes and/or amendments to the Bidding Documents as recorded

in the minutes of the pre-bid conference and the Supplemental/Bid Bulleting.

The minutes of the pre-bid conference shall be recorded and prepared not later

than five (5) calendar days after the pre-bid conference. The minutes shall be

made available to prospective bidders not later than five (5) days upon written

request.

7.4. Decisions of the BAC amending any provision of the bidding documents shall be issued in writing through a Supplemental/Bid Bulletin at least seven (7)

calendar days before the deadline for the submission and receipt of bids.

8. Clarifications and Amendments to Bidding Documents

8.1. Shortlisted consultants may request for clarification(s) on and/or an interpretation of any part of the Bidding Documents. Such a request must be in

writing and submitted to the Procuring Entity at the address indicated in the

BDS at least ten (10) calendar days before the deadline set for the submission

and receipt of bids.

8.2. The BAC shall respond to the said request by issuing a Supplemental/Bid Bulletin to be made available to all those who have properly secured the Bidding

Documents at least seven (7) calendar days before the deadline for the

submission and receipt of Bids.

8.3. Supplemental/Bid Bulletins may also be issued upon the Procuring Entity’s initiative for purposes of clarifying or modifying any provision of the Bidding

Documents not later than seven (7) calendar days before the deadline for the

submission and receipt of bids. Any modification to the Bidding Documents

shall be identified as an amendment.

8.4. Any Supplemental/Bid Bulletin issued by the BAC shall also be posted in the PhilGEPS and the website of the Procuring Entity concerned, if available and

at any conspicuous place in the premises of the Procuring Entity concerned. It

shall be the responsibility of all Consultants who have properly secured the

Bidding Documents to inquire and secure Supplemental/Bid Bulletins that may

be issued by the BAC. However, Consultants who have submitted bids before

the issuance of the Supplemental/Bid Bulletin must be informed and allowed to

modify or withdraw their bids in accordance with ITB Clause 20.

C. Preparation of Bids

9. Language of Bids

The eligibility requirements or statements, the bids, and all other documents to be

submitted to the BAC must be in English. If the eligibility requirements or statements,

the bids, and all other documents submitted to the BAC are in foreign language other

than English, it must be accompanied by a translation of the documents in English. The

documents shall be translated by the relevant foreign government agency, the foreign

government agency authorized to translate documents, or a registered translator in the

foreign bidder’s country; and shall be authenticated by the appropriate Philippine

foreign service establishment/post or the equivalent office having jurisdiction over the

foreign bidder’s affairs in the Philippines. The English translation shall govern, for

purposes of interpretation of the bid.

10. Documents Comprising the Bid: Technical Proposal

10.1. While preparing the Technical Proposal, Consultants must give particular attention to the following:

(a) The Technical Proposal shall not include any financial information. Any Technical Proposal containing financial information shall be declared

non-responsive.

(b) For projects on a staff-time basis, the estimated number of professional staff-months specified in the BDS shall be complied with. Bids shall,

however, be based on the number of professional staff-months estimated

by the Consultant.

(c) Proposed professional staff must, at a minimum, have the experience indicated in the BDS, preferably working under conditions similar to

those prevailing in the Republic of the Philippines.

(d) No alternative professional staff shall be proposed, and only one Curriculum Vitae (CV) may be submitted for each position.

10.2. The Technical Proposal shall contain the following information/documents:

(a) Technical Proposal Submission Form shall be the cover letter of the Technical Proposal, using the form prescribed in Section VII. Bidding

Forms (TPF 1).

(b) Bid security as prescribed in ITB Clause 15. If the bidder opts to submit the bid security in the form of:

(i) a bank draft/guarantee or an irrevocable Letter of Credit issued by a foreign bank, it shall be accompanied by a confirmation

from a Universal or Commercial Bank; or

(ii) a surety bond accompanied by a certification coming from the Insurance Commission that the surety or insurance company is

authorized to issue such instrument.

(c) Information indicated in the paragraphs below must be provided by the Consultant and each partner and/or subconsultant, if any, following the

formats described in the Technical Proposal Forms:

(i) A brief description of the organization and outline of recent experience of the Consultant and each partner and/or

subconsultant on projects of a similar and related nature as

required in form TPF 2. Consultant’s References. For each

project, the outline should indicate inter alia, the project,

contract amount and the Consultant’s involvement. Information

should be provided only for those projects for which the

Consultant was legally contracted by itself or as one of the major

participating consultants within an association. Whenever

applicable, the experience of individual experts from projects

completed independently or when associated with consultants

other than the one with whom the individual is currently

associated with cannot be claimed as the experience of the

current consultant or any one of its partners and/or

subconsultants, but can be claimed by the individuals themselves

in their CVs. Consultants should be prepared to substantiate the

claimed experience if so requested by the Procuring Entity.

(ii) Comments, if any, on the TOR (TPF 3. Comments and Suggestions of Consultant on the Terms of Reference and on

Data, Services, and Facilities to be Provided by the Procuring

Entity) to improve performance in carrying out the Project.

Innovativeness shall be appreciated, including workable

suggestions that could improve the quality/effectiveness of the

Project. In this regard, unless the Consultant clearly states

otherwise, it shall be assumed by the Procuring Entity that work

required to implement any such improvements, are included in

the inputs shown on the Consultant’s Staffing Schedule. It shall

include a list of facilities requested by the Consultant to be

provided by the Procuring Entity, if any, in addition to those

shown on the Data Sheet that may include support facilities such

as: counterpart staff, office space, local transportation,

equipment, domestic administrative support, etc. that would be

needed to carry out the project.

(iii) A concise, complete, and logical description of how the Consultant’s team shall carry out the services to meet all

requirements of the TOR using TPF 4. Description of the

Methodology and Work Plan for Performing the Project.

(iv) An organization chart of the key and support staff indicating their tasks and relationships amongst the Consultant and any

partner and/or subconsultant, the Procuring Entity, the Funding

Source and the GoP, and other parties or stakeholders, if any,

involved in the project using TPF 5. Team Composition and

Task.

(v) The name, age, nationality, background employment record, and professional experience of each nominated expert including

ongoing projects, with particular reference to the type of

experience required for the tasks assigned should be presented in

the CV format shown in TPF 6. Format of Curriculum Vitae

(CV) for Proposed Professional Staff. Only one duly notarized

CV for each consultant involved in the Project may be submitted

for each position.

(vi) The Procuring Entity requires that each expert confirm that the content of his/her CV is correct and the experts themselves

should sign the certification of the CV. In addition, the expert

should submit a signed written commitment stating that the

expert shall work for the Project once awarded the contract. A

zero rating shall be given to a nominated expert if the expert:

(vi.1) is proposed for a domestic position but is not a Filipino citizen;

(vi.2) failed to state nationality on the CV; or

(vi.3) the CV is not signed in accordance with paragraph (v) above.

(vii) A Time Schedule (TPF 7. Time Schedule for Professional Personnel) indicating clearly the estimated duration in terms of

person-months (shown separately for work in the field and in the

home office) and the proposed timing of each input for each

nominated expert, including domestic experts, if required, using

the format shown. The schedule shall also indicate when experts

are working in the project office and when they are working at

locations away from the project office.

(viii) A work plan showing in graphical format (bar chart) the timing of major activities, anticipated coordination meetings, and

deliverables such as reports required under the TOR using TPF

8. Activity (Work) Schedule.

(d) Sworn statement in accordance with Section 25.3 of the IRR of RA 9184 and using the form prescribed in Section VII. Bidding Forms.

11. Documents Comprising the Bid: Financial Proposal

11.1. All information provided in a Consultant’s Financial Proposal shall be treated as confidential. The Financial Proposal must be submitted in hard copy using

the format shown in Financial Proposal Forms.

11.2. The Financial Proposal requires completion of six (6) forms, particularly, FPF 1, FPF 2, FPF 3, FPF 4, FPF 5, and FPF 6. FPF 1. Financial Proposal

Submission Form should form the covering letter of the Financial Proposal.

Form FPF 2. Summary of Costs FPF 3. Breakdown of Price per Activity, FPF

4. Breakdown of Remuneration per Activity, FPF 5. Reimbursables per

Activity, and FPF 6. Miscellaneous Expenses, relate to the costs of consulting

services under two distinct categories, namely: (a) Remuneration; and (b)

Reimbursable Expenditures.

11.3. Remuneration is divided into billing rate estimates for international and domestic consultants. Reimbursable Expenditures are divided into per diem

rates for international and domestic consultants and costs for other reimbursable

expenditure items required to perform the consulting services.

11.4. The list of experts, and their respective inputs, identified in Financial Proposal Forms, must match the list of experts and their respective inputs shown in

Technical Proposal Forms.

11.5. The Consultant shall be subject to Philippine taxes on amounts payable by the Procuring Entity under the contract through mandated withholding by local tax

authorities of specified percentages of such amounts or otherwise. The BDS

details the taxes payable.

11.6. The Financial Proposal should clearly estimate, as a separate amount, the local taxes (including social security), duties, fees, levies, and other charges imposed

under the applicable law, on the Consultants, the subconsultants, and its

personnel (other than Philippine Nationals or permanent residents of the

Philippines).

11.7. Unless otherwise provided in the BDS, total calculated bid prices, as evaluated and corrected for minor arithmetical corrections, such as computational errors,

which exceed the approved budget for the contract (ABC) shall not be

considered.

12. Alternative Bids

Consultants participating in more than one bid or associating with any other entity other

than those already provided in its eligibility documents and allowed by the Procuring

Entity shall be disqualified.

13. Bid Currencies

13.1. All bid prices shall be quoted in Philippine Pesos unless otherwise provided in the BDS. However, for purposes of bid evaluation, bids denominated in foreign

currencies shall be converted to Philippine currency based on the exchange rate

prevailing on the day of the bid opening.

13.2. If so allowed in accordance with ITB Clause 13.1, the Procuring Entity for purposes of bid evaluation and comparing the bid prices will convert the

amounts in various currencies in which the bid price is expressed to Philippine

Pesos at the exchange rate as published in the Bangko Sentral ng Pilipinas

(BSP) reference rate bulletin on the day of the bid opening.

13.3. Unless otherwise specified in the BDS, payment of the contract price shall be made in Philippine Pesos.

14. Bid Validity

14.1. Bids shall remain valid for the period specified in the BDS which shall not exceed one hundred twenty (120) calendar days from the date of the opening of

bids.

14.2. In exceptional circumstances, prior to the expiration of the bid validity period, the Procuring Entity may request Consultants to extend the period of validity of

their bids. The request and the responses shall be made in writing. The bid

security described in ITB Clause 15 should also be extended corresponding to

the extension of the bid validity period at the least. A Consultant may refuse the

request without forfeiting its bid security, but his bid shall no longer be

considered for further evaluation and award. A Consultant granting the request

shall not be required or permitted to modify its bid.

15. Bid Security

15.1. The Consultant shall submit a Bid Securing Declaration or any form of Bid Security in an amount stated in the BDS, which shall be not less than the

percentage of the ABC in accordance with the following schedule:

Form of Bid Security

Amount of Bid Security

(Not less than the

Percentage of the ABC)

a) Cash or cashier’s/manager’s check issued by a Universal or

Commercial Bank.

For biddings conducted by

LGUs, the cashier’s/manager’s

check may be issued by other

banks certified by the BSP as

authorized to issue such financial

instrument.

Two percent (2%)

b) Bank draft/guarantee or irrevocable letter of credit issued

by a Universal or Commercial

Bank: Provided, however, that it

shall be confirmed or

authenticated by a Universal or

Commercial Bank, if issued by a

foreign bank.

For biddings conducted by

LGUs, the Bank Draft/

Guarantee, or irrevocable letter

of credit may be issued by other

banks certified by the BSP as

authorized to issue such financial

instrument.

c) Surety bond callable upon demand issued by a surety or

insurance company duly certified

by the Insurance Commission as

authorized to issue such security.

Five percent (5%)

The Bid Securing Declaration mentioned above is an undertaking which states,

among others, that the bidder shall enter into contract with the Procuring Entity

and furnish the performance security required under ITB Clause 31, within ten

(10) calendar days from receipt of the Notice of Award, and commits to pay the

corresponding amount as fine, and be suspended for a period of time from being

qualified to participate in any government procurement activity in the event it

violates any of the conditions stated therein as provided in the guidelines issued

by the GPPB.

15.2. The bid security should be valid for the period specified in the BDS. Any bid not accompanied by an acceptable bid security shall be rejected by the Procuring

Entity as non-responsive.

15.3. No bid securities shall be returned to the Consultants after the opening of bids and before contract signing, except to those that failed or declared as post-

disqualified, upon submission of a written waiver of their right to file a request

for reconsideration and/or protest or lapse of the reglementary period without

having filed a request for reconsideration or protest. Without prejudice on its

forfeiture, bid securities shall be returned only after the bidder with the Highest

Rated Responsive Bid (HRRB) has signed the contract and furnished the

performance security, but in no case later than the expiration of the bid security

validity period indicated in ITB Clause 15.2.

15.4. Upon signing and execution of the contract pursuant to ITB Clause 31, and the posting of the performance security pursuant to ITB Clause 32, the Consultant’s

bid security will be discharged, but in no case later than the bid security validity

period as indicated in ITB Clause 15.2.

15.5. The bid security may be forfeited:

(a) if a Consultant:

(i) withdraws its bid during the period of bid validity specified in ITB Clause 15.2;

(ii) does not accept the correction of errors pursuant to ITB Clause 11.7;

(iii) has a finding against the veracity of the required documents submitted in accordance with ITB Clause 27.2;

(iv) submission of eligibility requirements containing false information or falsified documents;

(v) any submission of bids that contain false information or falsified documents, or the concealment of such information in the bids

in order to influence the outcome of eligibility screening or any

other stage of the public bidding;

(vi) allowing the use of one’s name, or using the name of another for purposes of public bidding;

(vii) withdrawal of a bid, or refusal to accept an award, or enter into contract with the Government without justifiable cause, after the

Bidder had been adjudged as having submitted the LCRB;

(viii) refusal or failure to post the required performance security within the prescribed time;

(ix) refusal to clarify or validate in writing its bid during post-qualification within a period of seven (7) calendar days from

receipt of the request for clarification;

(x) any documented attempt by a Bidder to unduly influence the outcome of the bidding in his favor;

(xi) failure of the potential joint venture partners to enter into the joint venture after the bid is declared successful; or

(xii) all other acts that tend to defeat the purpose of the competitive bidding, such as habitually withdrawing from bidding,

submitting late Bids or patently insufficient bid, for at least three

(3) times within a year, except for valid reasons.

(b) if the successful Consultant:

(i) fails to sign the contract in accordance with ITB Clause 31;

(ii) fails to furnish performance security in accordance with ITB Clause 32; or

(iii) any other reason stated in the BDS.

16. Format and Signing of Bids

16.1. Consultants shall submit their bids through their duly authorized representative using the appropriate forms provided in Section VII. Bidding Forms on or

before the deadline specified in the ITB Clause 18 in two (2) separate sealed

bid envelopes, and which shall be submitted simultaneously. The first shall

contain the technical proposal and the second shall contain the financial

proposal.

16.2. Forms as mentioned in ITB Clause 16.1 must be completed without any alterations to their format, and no substitute form shall be accepted. All blank

spaces shall be filled in with the information requested.

16.3. The Consultant shall prepare an original of the first and second envelopes as described in ITB Clauses 10 and 11. In addition, the Consultant shall submit

copies of the first and second envelopes. In the event of any discrepancy

between the original and the copies, the original shall prevail.

16.4. Each and every page of the Technical Proposal Submission Form and the Financial Proposal Submission Form under Section ___ hereof shall be signed

by the duly authorized representative/s of the Consultant. Failure to do so shall

be a ground for the rejection of the bid.

16.5. Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the duly authorized representative/s of the Consultant.

17. Sealing and Marking of Bids

17.1. Unless otherwise indicated in the BDS, Consultants shall enclose their original technical proposal described in ITB Clause 10, in one sealed envelope marked

“ORIGINAL - TECHNICAL PROPOSAL”, and the original of their financial

proposal in another sealed envelope marked “ORIGINAL - FINANCIAL

PROPOSAL”, sealing them all in an outer envelope marked “ORIGINAL BID”.

17.2. Each copy of the first and second envelopes shall be similarly sealed duly marking the inner envelopes as “COPY NO. ___ - TECHNICAL PROPOSAL”

and “COPY NO. ___ – FINANCIAL PROPOSAL” and the outer envelope as

“COPY NO. ___”, respectively. These envelopes containing the original and

the copies shall then be enclosed in one single envelope.

17.3. The original and the number of copies of the bid as indicated in the BDS shall be typed or written in ink and shall be signed by the bidder or its duly authorized

representative/s.

17.4. All envelopes shall:

(a) contain the name of the contract to be bid in capital letters;

(b) bear the name and address of the Consultant in capital letters;

(c) be addressed to the Procuring Entity’s BAC in accordance with ITB Clause 18.1;

(d) bear the specific identification of this bidding process indicated in the ITB Clause 1.2; and

(e) bear a warning “DO NOT OPEN BEFORE…” the date and time for the opening of bids, in accordance with ITB Clause 18.

17.5. Bid envelopes that are not properly sealed and marked, as required in the bidding documents, shall not be rejected, but the bidder or its duly authorized

representative shall acknowledge such condition of the Bid as submitted. The

BAC or the Procuring Entity shall assume no responsibility for the

misplacement of the contents of the improperly sealed or marked Bid, or for its

premature opening.

D. Submission and Opening of Bids

18. Deadline for Submission of Bids

Bids must be received by the Procuring Entity’s BAC at the address and on or before

the date and time indicated in the BDS.

19. Late Bids

Any bid submitted after the deadline for submission and receipt of bids prescribed by

the Procuring Entity, pursuant to ITB Clause 18, shall be declared “Late” and shall not

be accepted by the Procuring Entity. The BAC shall record in the minutes of Bid

submission and opening, the Consultant’s name, its representative and the time the late

bid was submitted.

20. Modification and Withdrawal of Bids

20.1. The Consultant may modify its bid after it has been submitted; provided that the modification is received by the Procuring Entity prior to the deadline prescribed

for submission and receipt of bids. The Consultant shall not be allowed to

retrieve its original bid, but shall be allowed to submit another bid equally

sealed, properly identified in accordance with ITB Clause 17.4, linked to its

original bid marked as “TECHNICAL MODIFICATION” or “FINANCIAL

MODIFICATION” and stamped “received” by the BAC. Bid modifications

received after the applicable deadline shall not be considered and shall be

returned to the Consultant unopened.

20.2. A Consultant may, through a letter of withdrawal, withdraw its bid after it has been submitted, for valid and justifiable reason; provided that the letter of

withdrawal is received by the Procuring Entity prior to the deadline prescribed

for submission and receipt of bids. The letter of withdrawal must be executed

by the authorized representative of the Bidder identified in the Omnibus Sworn

Statement, a copy of which should be attached to the letter.

20.3 Bids requested to be withdrawn in accordance with ITB Clause 20.1 shall be

returned unopened to the Bidders. A Consultant, who has acquired the bidding

documents, may also express its intention not to participate in the bidding

through a letter which should reach and be stamped by the BAC before the

deadline for submission and receipt of bids. A Consultant that withdraws its bid

shall not be permitted to submit another bid, directly or indirectly, for the same

contract.

20.4 No bid may be modified after the deadline for submission of bids. No bid may be withdrawn in the interval between the deadline for submission of bids and

the expiration of the period of bid validity specified by the Consultant on the

Financial Bid Form. Withdrawal of a bid during this interval shall result in the

forfeiture of the Consultant’s bid security, pursuant to ITB Clause 15.5, and the

imposition of administrative, civil, and criminal sanctions as prescribed by R.A.

9184 and its IRR.

E. Evaluation and Comparison of Bids

21. Opening and Preliminary Examination of Bids

21.1 Only bids from short listed bidders shall be opened and considered for award of

contract. These short listed bidders, whether single entities or JVs, should

confirm in their Technical Proposal Submission Form that the information

contained in the submitted eligibility documents remains correct as of the date

of bid submission.

21.2 The BAC shall open the bids immediately after the deadline for the submission

and receipt of bids in public, as specified in the BDS. In case the bids

cannot be opened as scheduled due to justifiable reasons, the BAC shall take

custody of the bids submitted and reschedule the opening on the next working

day or at the soonest possible time through the issuance of a Bulletin to be

posted at the PhilGEPS website and the website of the Procuring Entity

concerned.

21.3 To determine each bidder’s compliance with the documents prescribed in ITB

Clause 10, the BAC shall open the first envelope (Technical Proposal) and

check the submitted documents of each bidder in accordance with ITB Clause

10.2 to ascertain if they are all present, using a non-discretionary “pass/fail”

criterion. If a bidder submits the required document, it shall be rated “passed”

for that particular requirement. In this regard, bids that fail to include any

requirement or are incomplete or patently insufficient shall be considered as

“failed”. Otherwise, the BAC shall rate the said first bid envelope as “passed”.

21.4 Letters of withdrawal shall be read out and recorded during bid opening, and

the envelope containing the corresponding withdrawn bid shall be returned to

the Consultant unopened

21.5 All members of the BAC who are present during bid opening shall initial every

page of the original copies of all bids received and opened.

21.6 All technical envelopes shall be resealed. Those rated “passed” shall be